Admin Support

2 months ago

Livingston, United Kingdom Deutsche Windtechnik Ltd. Full time

Imagine a future where you are part of a team building a sustainable future through renewable technology.

**The Company**

At Deutsche Windtechnik Ltd, we need to make our people our priority and make it our mission to give customers a choice outside of traditional OEM service provision. Our vision is to be the preferred independent service provider for all windfarm owners and operators by making our services safer, cleaner, efficient, compliant, and right first time**.**
- Hybrid - Edinburgh/ Livingston_

**Job purpose**

**Duties and responsibilities**

**Managing and supporting the day to day administration of the business**
- Office and site supplies - ordering / price negotiations / quotations / checking delivery
- Dealing with all correspondence, queries and complaints
- Office related filing system - paper and e-files
- General administration support for training
- Forwarding important communications to UK staff
- Organisation and preparation for meetings / events
- Supporting with any adhoc queries related to the digitalized travel booking app

**Support to HR Team**
- Booking medicals and liaising with employee and line manager to coordinate effectively
- Supporting with the administration of induction and onboarding; including but not limited to coordinating inductions, booking new start medicals, issuing reference request and confirmation of employment start date letters
- Supporting with the administration of recruitment
- Communicating adhoc and project related correspondence to employees

**Support for Contracts**
- Ongoing data administration on Deutsche Windtechnik’s Enterprise Resource Planning (ERP) System
- Creating quotations through the ERP system in order to support sales of Additional Services
- Supporting and liaising with the finance team to ensure accurate invoicing of Additional Services
- Ongoing maintenance and ownership of the Additional Services tracker (reporting spreadsheet)
- Communicating effectively with the Site Administrator, Site Leads and engineers and other stakeholders with regards to Additional Services and quotations and ensure that they are driven effectively and efficiently.

**Support to Finance Team**
- Manage finance mailbox & post
- Manage invoice approval process
- Process supplier invoices
- Complete regular supplier statement reconciliations
- Code and process all credit card statements
- Code and process employee expenses
- Understand basic VAT rules
- Support financial accountant with general accounts / finance topics
- Liaise with invoicing/contracts department & stores team to resolve open issues
- Create service order invoices to ensure correct cost accounting flow each month

**Support to Stores Team**
- First point of contact for general enquires relating to the stores department
- Creating and manage the Stores filing systems - Paper and e-files
- Arranging courier to collect from Windfarms to other internal and external addresses
- Issuing manual purchase orders with immediate effect

**Support to Management Team**
- Minute taking as and when required
- Collating and presenting information, preparing letters, reporting
- Providing support to the Senior Leadership and Extended Management Team

**Support to office and site staff**
- Liaise with suppliers and contractors i.e. cleaners and landlords etc.
- Assist with information tracking for company insurance (employee liability)
- Management of all company utility contracts

**Experience**
- Experience of administration and supporting multiple departments
- Experience working in a busy office environment
- Excellent IT skills and proficiency in using Microsoft Office (e.g. Outlook, Excel, Word, Powerpoint and Sharepoint)

**Skills**
- Essential_
- Knowledge of administrative practices and procedures
- Excellent attention to detail
- Able to prioritise work and successfully meet deadlines
- Be willing to learn new skills and be adaptable to change in processes as required
- Ability to adapt and support multiple teams when needed
- Personal_
- A team player who enjoys helping others
- Highly organized individual with a pragmatic approach to solving problems
- Reliable individual with a high level of integrity and motivation
- Excellent communicator (written and verbal)
- Proactive and self-confident who can work methodically and well under pressure
- Able to work independently and flexibly

If you would like to find out more about us or the role, you can get in touch with James in our HR Recruitment team.

**APPLY**

**Job Types**: Full-time, Permanent

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

COVID-19 considerations:
Hybrid working will be offered with 2 days expected in the office a week.

Ability to commute/relocate:

- Livingston: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Livingston

Application deadline: 04/04/2023
Reference ID: DWT - 001

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